Recreation & Event Center Coordinator

Recreation & Event Center Coordinator

The Recreation & Event Center Coordinator performs a variety of administrative and office duties as assigned to support the Battle Ground Event Center and Parks and Recreation department; provide information and assistance to others; prepare and maintain a variety of forms, reports and records. Act as liaison with citizens and the public utilizing the Event Center. The typical work schedule is Monday Thursday 8 : 30am-2 : 00pm, with occasional evening and / or weekend work.

Essential Duties :

• Receive and process facility reservations; maintain schedules for facility usage and recreation activities; review facility rental contracts and agreements, review special conditions and insurance requirements; and ensure receipt of required documents.
• Provides rental / event quotes, invoices and other billing documents, as well as collection of payments.
• Serves as the primary point of contact for rental groups to assist with room layouts and setup and event planning process.
• Serves as the primary point of contact for the Event Manager System, including managing the calendar of events.
• Provides tours of the facilities to the public and potential event / rental customers.
• Provides training to new temporary customer service staff.
• Performs clerical and office support duties in an assigned office, such as developing and maintaining filing systems, posting records, compiling and recording information from clearly indicated sources; prioritize duties and assignments to assure efficient, smooth and timely office work flow.
• Answer, screen and direct phone calls from the general public; take messages and refer callers to appropriate offices.
• Collect and compile periodic reports and perform special projects as assigned; maintain records and database information on the status of projects and on-going office activities.
• Receive and direct visitors; provide information regarding proper department to contact for specific issues or requests.
• Inspect data, verify accuracy and input into computerized database; update, modify and correct data as needed.
• Draft, type and prepare routine correspondence, memoranda, reports, requisitions, forms and other documents as directed.
• Operate numerous software programs, including Microsoft Office products, and the event manager system.
• Prepare and maintain a variety of records, logs and files; locate materials and information in records and files, as required; compile, collate and duplicate information; prepare and distribute information packets for assigned office activities.
• Operate standard office equipment and machinery, such as computers, printers, copy machines and fax machines.
• Collect fees, fines and other monies; count money, make change and prepare receipts. Reconcile till and prepare deposits.
• Deliver deposits from Event Center to City Hall / Finance department.
• Purchasing of office and program supplies.
• Maintain, disclose and destroy public records in accordance with the requirements of the WA Public Records Act and WA State Archives records retention guidelines.
• Timely and regular attendance.
• Follow / adhere to all city policies and procedures, and safety program regulations and requirements.
• Performs other duties and responsibilities as assigned.

Knowledge of : City facility and property policies and procedures; basic facility inspection techniques. Microsoft Office products such as Word, Excel, Power Point, and Outlook. Proper use of English, spelling, grammar and punctuation. Modern office methods, procedures and practices and business letter writing. Basic computer literacy and experience using a personal computer. Regulations, principle and practices of records retention. City government functions, policies, rules and regulations. Telephone techniques and etiquette.

Ability to : Display patience, professionalism, and a positive attitude when interacting with customers. Adapt to different customer personalities and communication styles. Perform clerical and office support duties. Operate a computer to enter data, maintain records and generate reports. Communicate effectively, both orally and in writing. Work under pressure, with challenging deadlines. Work independently on multiple tasks from multiple sources, cope with interruptions and meet deadlines. Prioritize tasks and coordinate efforts. Deal effectively with the public and maintain effective working relationships with those contacted in the performance of required duties. Maintain records and filing systems and prepare reports. Respond to and resolve difficult and sensitive citizen inquiries and complaints. Work independently in the absence of supervision. Perform the essential functions of the job, with or without reasonable accommodation. Establish and maintain effective working relationships among co-workers and other City personnel, contractors, and the general public.

Experience, Education and Other Requirements : High School Diploma or G.E.D. required. Two years of customer service and / or administrative support experience, preferably in a rental facility or recreation setting. Licenses, Certificates and Other Requirements : Must be at least 18 years of age. Possession of a valid driver's license. Possess or have ability to obtain First Aid / CPR Certification within six (6) months. Must successfully pass all phases of the pre-employment hiring process, including but not limited to, reference checks, a criminal background check and credit check. Note : Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job will be considered.

Physical Demands and Work Environment : Work is primarily performed in an indoor office setting with extended periods at a computer, sitting or standing. Physical effort is needed to move, lift and carry office equipment, tables, chairs, supplies, and materials. Ability to lift at least 40 pounds. Basic communications skills such as talking, seeing and hearing are needed for frequent person-to-person contacts, computer and telephone usage. Position may be required to work evenings and weekends as needed for events and rentals. Travel between various city facilities is expected.